Note that setting forwarding as described below will also

result in your delegated emails being sent to your main inbox.

OUM Gmail allows you to access accounts that you share with other collaborators. These accounts are known as delegated accounts.

Delegated accounts cannot be accessed through mobile devices directly, but you can set up your account so all emails are sent to your primary account.

To access delegated accounts from your mobile device, you must complete the following three steps:

  1. Forward incoming emails from a delegated account.
  2. Create a label in Gmail to filter emails forwarded from the delegated account.
  3. Set replies to send using the delegated account address.

NOTE: These steps must be completed using the full Gmail site on a desktop device, not a mobile device.

After completing the steps below, you will be able to log into your OUM Gmail account using the Gmail mobile app on your iOS or Android mobile device, and email messages sent to the selected delegated account will be delivered to your inbox.

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Forward incoming emails from a delegated account

To forward incoming emails from the delegated account follow the steps listed below:

  1. Log in to your OUM Gmail account through SIS.
  2. Click on your account photo or the circle with your first initial in it in the upper right.
  3. From the drop-down menu, click to open your delegated account.
  4. From you delegated account, click the gear icon.
  5. Select Settings.
  6. Click the Forwarding and POP/IMAP tab.
  7. Click Add a forwarding address in the Forwarding section.
  8. Enter your university email (@oum.edu.ws) address.
  9. Click Next, then click Proceed. Select Disable forwarding.
  10. If you wish to forward these emails to more than one address (if there are multiple delegates) repeat step 7 and add another forwarding address (e.g., your assistant's OUM email address).
  11. For your security, Google will send a verification email to the forwarded email address(es). Open your main OUM Gmail inbox and find the confirmation message from Google. If you are having trouble finding it, check your Spam folder.
  12. Click the verification link in that email.
  13. Return to the delegated account inbox, and reload the page in your web browser.
  14. Click the three horizontal lines at the right end of the Search field. The Search Filter window will open below the Search field. In the To field, enter the delegated account name (e.g. oum-delegates@oum.edu.ws).
  15. Click Create filter. Check the box next to Forward it to.
  16. Select your personal OUM email address from the dropdown next to Forward it to.
  17. Click Create Filter.
    NOTE: To force all existing messages in the delegated account to be forwarded, check the checkbox next to Also apply filter to matching conversations.
  18. Repeat steps 14-17 for additional email addresses you wish to forward to.
    NOTE: Additional email addresses will not be available to select for forwarding until that recipient has clicked the verification link in the confirmation email they received.
  19. Return to the Forwarding and POP/IMAP page in Settings, ensure that Forward a copy of incoming mail is selected and your OUM email address is listed in the drop-down menu.
    NOTE: You can only select one forwarding address here, but the filters you created will ensure that emails are forwarded to all intended recipients.
  20. In the second drop-down menu, choose what you want Gmail to do with your messages after they are forwarded, such as keep Gmail's copy in the Inbox (recommended) or archive Gmail's copy.
  21. Click Save Changes at the bottom of the page.

To learn more about forwarding incoming emails, read the Forward All emails and Forward some emails sections from Gmail Help's Automatic forwarding article.

To learn more about using a filter with Gmail, view the Using filters article. 


Create a label in Gmail to filter emails forwarded from the delegated account

It is a good idea to create a label for all emails forwarded from your delegated account, so you can easily identify them in your main account. To create a label in Gmail for filtering emails forwarded from the delegated account, follow the steps listed below:

  1. Open your OUM Gmail Inbox.
  2. Click the three lines at the right end of the Search field. The Search Filter window will open below the Search field.
  3. In the To field, enter the delegated account name, e.g. "oum-delegates@oum.edu.ws"
  4. Check the box next to Apply the label:
  5. Click "Choose label…" next to the Apply the label: check box.
  6. Select "New label".
  7. Enter a label name in the box that says "Please enter a new label name". Use a descriptive label to identify the delegated account. The name of the delegated account is a good choice.
  8. Click Create.
  9. Click Create filter.

To learn more about labeling Gmail messages, read Gmail labels and how to use them.


Set replies to send using the delegated account address

  1. Open your OUM Gmail Inbox.
  2. At the top right, click the gear icon.
  3. Select Settings.
  4. Click Accounts.
  5. Under Send mail as, click Add another email address.
  6. In the Email address field, enter the delegated account name (e.g. oum-delegates@oum.edu.ws).
  7. Click Next Step and then click Send Verification. Gmail will send a verification message to the delegated email address to confirm that you own it.
  8. Open the delegated account and locate the Gmail confirmation message. Click the confirmation link.
  9. Return to your OUM Gmail inbox. At the top right, click the gear icon.
  10. Select Settings.
  11. Click Accounts.
  12. Select Reply from the same address the message was sent.

To learn more about sending mail from a different address or alias, view the I'm a Google Apps for Work user sending from a domain alias or email alias section of the Send mail from a different address or alias article.